Accounts Receivable Specilaist
$25 - $25 USD hourly
About Tray-Tec
Tray-Tec, Inc. is a specialty industrial services contractor based in Humble, Texas, serving the refinery and petrochemical industry. Our crews support some of the largest operators on the Gulf Coast with turnaround work, catalyst handling, fabrication, and code repairs. We hold ourselves to tight safety and quality standards, and we expect the same care in how we run the business side of the company.
Role Summary
We're looking for an Accounts Receivable Specialist who can own billing and collections from start to finish. You'll turn field tickets and progress reports into accurate invoices, get them through each customer's system, and make sure we're paid on time and per our terms. You'll work directly with our CFO, our project managers, and the accounts payable teams at our customers. In a project based business, clean billing and steady collections keep cash moving, and the right person will have real ownership of that.
Key Responsibilities
•Prepare and issue customer invoices accurately and on time for time and material, lump sum, and progress billed work, following each contract's billing terms.
•Build time and material invoices from approved field tickets, timesheets, equipment logs, and material receipts, applying the correct rate sheet for each customer.
•Prepare lump sum and progress billings based on percent complete or milestone schedules, working with project managers to confirm progress and approved change orders.
•Submit invoices through customer portals such as Ariba and Coupa where required, and track each one through approval and payment.
•Make sure every invoice carries the correct PO, release, or work order number and the backup each customer requires.
•Monitor the AR aging and follow up on past due accounts by phone and email, escalating stubborn balances to the CFO.
•Research and resolve short pays, rejected invoices, and billing disputes with customers and project managers.
•Apply customer payments received by check, ACH, and wire, and reconcile them to bank deposits.
•Track retainage billed and held, and invoice retainage releases when work is accepted.
•Prepare lien waivers and any other documents customers request with payment.
•Maintain customer records, including billing contacts, payment terms, rate sheets, portal requirements, and tax exemption certificates.
•Support month end close by reviewing unbilled work, reconciling AR to the general ledger, and preparing aging reports for the CFO.
•Prepare a weekly collections forecast to support cash planning.
•Support internal, external, and client audits with billing documentation.
Required Qualifications
•Associates degree or equivalent. •Two to five years of full cycle accounts receivable or billing experience. •Experience building invoices with supporting backup such as timesheets, field tickets, or progress reports. •Proven collections experience, including following up on past due accounts and resolving disputes. •Experience applying payments and reconciling AR to the general ledger. •Experience using an ERP or accounting system to invoice and track receivables. •Solid Excel skills, including lookups, filters, and pivot tables. •A track record of accuracy and meeting billing deadlines in a high-volume environment.
Preferred Qualifications
•Bachelor's degree in accounting, finance, business, or a related field.
•Billing or AR experience in construction, industrial services, or the refinery and petrochemical sector.
•Hands on experience submitting and tracking invoices in customer portals such as Ariba or Coupa.
•Familiarity with time and material rate sheets, progress billing against a schedule of values, change orders, and retainage.
•Experience with construction accounting software such as Viewpoint Vista, Sage 300 CRE, Foundation, or QuickBooks.
•Bilingual in English and Spanish.